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You can sync your HR system into Google Workspace and have AccessOwl treat Google Workspace as your HRIS. This passes employee data (such as manager, department, role, and custom fields) into Google Workspace, which AccessOwl reads as your HRIS source.

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Steps

1

Sync your HR system into Google Workspace

Set up your HR system to provision employees and their data into Google Workspace. The exact steps depend on your HR system. For Rippling, see Rippling.
2

Create custom fields in Google Workspace

  • Sign in to the Admin Console as a super administrator.
  • Go to Directory → Users.
  • At the top, select More options → Manage custom attributes.
  • Click Add Custom Attribute.
  • Enter a Category name (this is your schema name, which you provide to AccessOwl when finalizing the setup) and add two fields of type Date: one for the start date and one for the end date. For example:
    • start_date
    • end_date
  • Configure your HR system to fill these fields for each user, or set them manually for at least one user.
In the example below, the schema name (Category) is AccessOwl.Google Admin Console: Add custom fields dialog showing Category field set to AccessOwl with start_date and end_date fields
The field names above are examples. You can choose your own names and provide AccessOwl with the exact names when finalizing the setup. AccessOwl configures the mapping to these names, so they must match what is in Google Workspace.

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Finalizing the setup with AccessOwl

After syncing your HR system with Google Workspace, contact AccessOwl support and provide:
  • Schema name (shown as Category in the Google Admin Console)
  • Start date attribute name
  • End date attribute name
Before contacting AccessOwl support, make sure at least one user has a value set in the custom schema. AccessOwl can only discover and map the schema once it is in use.
Once configured, AccessOwl will:
  • Automatically onboard users based on the start date field.
  • Automatically offboard users based on the end date field.
  • Sync all other fields (department, role, manager) from Google Workspace.

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How the mapping appears in AccessOwl

To see the finished mapping, go to Settings → General → Directory Integrations and open your Google Workspace integration. The Custom HRIS Field Mappings section shows your schema name and the two Google Workspace attributes AccessOwl reads. AccessOwl Custom HRIS Field Mappings showing Custom Schema set to AccessOwl, Contract Started Field mapped to start_date, and Contract Terminated Field mapped to end_date
Contract Started Field and Contract Terminated Field apply to every user, full-time employees included. Each user has one start date and one end date, so these two mappings hold the date a user starts and the date a user leaves, whatever their employment type.